COIT20274 - Information Systems for Business: SIA Case Study

This case study analyzes the information system needs of Study In Australia (SIA), an Australian education recruitment firm. Initially relying on manual processes and spreadsheets, SIA faced challenges managing student data and competition. The study identifies the need for an improved information system, recommending Enterprise Resource Planning (ERP) and data warehouses to streamline processes, manage student databases, and track competitor activities. Effective use of internet, intranet, and extranet technologies, along with change management strategies like the ITIL framework, are crucial for successful implementation. The study also addresses potential security and ethical issues, such as resistance to change and data leakage, proposing solutions like employee engagement and enhanced IT security measures. Desklib provides access to this and other solved assignments to aid students.

Running head: ROLE OF INFORMATION SYSTEMS IN BUSINESS
Role of information systems in business
Name of the Student
Name of the University
Author Note

1ROLE OF INFORMATION SYSTEMS IN BUSINESS
Response to Question 1
In the present days the business organisations, both SME (Small and Medium
Enterprises) and the large organisations are dedicated towards improving the processes to
foster in the commercial market. These organisations are required to work with a large
amount of data. Study in Australia (SIA) is one such organisation that needs to work with a
large amount of data as it specialises in the recruitment of the foreign students for the
admission in the universities in Australia. The investigations of the case study shows that SIA
needs the implementation of an information system that would be effective in the facilitating
the processes within the organisation.
An information system is that type of an organised system that is used for performing
different operations of information such as the collection, storage and organisation. In simple
words, it can be said the information system are implemented by the enterprises to collect,
process, filter, distribution and creation of data (Bajdor and Grabara 2014). There are a
several types of information systems available in the market that would be beneficial for the
business. Some of the examples of such information systems include the data warehouses,
enterprise systems, enterprise resource planning, office automation, global information
system, geographic information system and expert systems (Gallagher and Sixsmith 2014).
An information system that is computer based is composed of the some components that are
hardware, software, databases, networks and procedures.
Response to Question 2
The recruitment firm of Study of Australia (SIA) is facing a lot of issues and
problems recently. This is the reason the company of SIA is facing a lot of issues and
problems in the recent days of development. The following are the problems and the
challenges that the company of SIA are currently facing. The processes in the SIA were

2ROLE OF INFORMATION SYSTEMS IN BUSINESS
manual driven before the implementation of the information system (Eniola and Entebang
2015). The SIA was facing a lot of problems as the processes were manual driven.
The business processes included recording of the student details, filling out of the
forms for the offer letters, tracking of the several letters of confirmation and the offers of
enrolment, processing of the several types of payments and ultimately the issuing of the
receipts for the deposition of the fees on the behalf of the people who are providing education
to the students. The SIA used to maintain the student data with the help of a spreadsheet. The
company of SIA also used to organise the appointments in the Microsoft Outlook. During the
initial days of the services of the company, SIA used to carry out these business processes
with ease due to the existence of student base that was small in number. In addition, the
company faced a lot of problems in managing the databases as they were paper based. The
company was also facing a stiff competition from the competitors.
Response to Question 3
From the above paragraphs, it is clear that the Company of SIA is facing a lot of issue
in maintaining the records of the students. This suggests that the company of SIA is very
much in need of an information system that would serve all the purposes of the company in
the maintaining with the stiff competition in the commercial market. The key information
requirements of the company is that the information system to be implemented must be able
to maintain the databases of the students with the use of a cloud based platform over the
internet (Simmhan et al. 2013). The information system must be able to come up with a
suitable plan that would dictate the working processes of the execution of the programmes to
be held.
The management information system would also be able to limit the workload by
automation of many of the business process. This way the workload of the company will also

3ROLE OF INFORMATION SYSTEMS IN BUSINESS
be reduced (Miwa et al. 2014). In addition as the business processes of the company would
mostly be automated minimum amount of the resources would be used to meet up with the
requirements. In addition the information system will also be able to keep a track on the
various types of activities of the competitors that fall in the same domain and take actions
accordingly. The information system will also be able advertise about the company on
various social platforms.
Response to Question 4
With the types of the problems, that the company of SIA, the specific type of
information systems that would be suitable for the facilitation of the business processes of
SIA is the ERP system or the Enterprise Resource Planning and the data warehouses. As SIA
is a business that focusses on the recruitment of the foreign students in the universities to the
various universities of Australia, the ERP system will bring a boost to the business with the
various modules of service such as the proper distribution of the supply chain management,
accounting, human resource, corporate performance and governance, business intelligence,
asset management of the enterprise and the social promotions through the help of the social
platforms (Kurbel 2013).
The Data warehouses on the other hand will be able to boost the enterprise by
managing the records of the insights of the students effectively. The management will not be
requiring any kind of assistance separately to find out the exact information about a particular
student during the time of need (Vaisman and Zimányi 2014). The various modules of the
data warehouse that will be effective in solving the problems of the recruitment of SIA
includes the data sources, staging area, warehouse, data marts and the end users. The data
sources will include an operational system and the flat flags. The warehouse will be including

4ROLE OF INFORMATION SYSTEMS IN BUSINESS
the meta data, summary data and the raw data. The data marts will be including the
purchasing, sales and inventory that would focus on the recruitment processes.
Response to Question 5
The manually driven information system of the SIA was being unable to cope up with
the present requirements of the company for which the organisation demanded an information
system that would bring solidity and integrity to the system and would facilitate the business
processes. With the help of the information system, the company of SIA would be able to
strategically use the internet, intranet and the extranet effectively. The few ways through
which SIA could effectively use the internet include the gathering of information from the
community of computers and the online storage.
The internet will also allow the enterprise to advertise on the websites that in turn
would open the doorway of opportunities for the enterprise. This will engage a lot of
stakeholders into the system for the smoothening the business process. The intranet on the
other hand will allow the organisation to maintain secrecy and integrity as it is the restricted
version of the internet. With the intranet, the servers of the information systems will be
interconnected that will carry the information about the students and internal employees
(Tredinnick 2014). This will help the enterprise to avoid the prying eyes of the hackers and
other vulnerabilities. The extranet on the other hand will provide flexibility by allowing the
external stakeholders to get a limited access to the databases of the enterprise (Wims 2013).
Response to Question 6
In any kind of project, the management process becomes effective with the help of the
change management procedure. To make the change management effective, it is important to
figure out the changes that are going to take place at first. The management authority of the
SIA enterprise should figure out the changes before the implementation of the information

5ROLE OF INFORMATION SYSTEMS IN BUSINESS
system and document the required changes within the organisation. The change management
is a dynamic concept for which it is the should be communicated to the existing members of
the organisation.
Change management may result in the resistance to change by the employees.
Therefore it is the responsibility of the management authority to look into the fact that the
changes can be brought into the organisation with a relative easier way (Hayes 2018). To
effectively bring in the changes into the system, a number of factors must be considered.
These factors include the scope, the schedule, the related costs, the quality, human resources,
communications and the associated risks. One of the popular change management models
that the management team can apply is the Information Technology Information Library or
the ITIL. This model will help to bring in the structural changes in the software development
and the IT infrastructure.
Response to Question 7
As the enterprise was sinking under a lot of files and was manually driven it highly
required the implementation of a new information system that would serve the purposes of
the enterprise and eventually help the organisation to facilitate the business processes within
the system. With the introduction of the management information system many security and
ethical issues that may arise (Raveendranath et al. 2014). For various stakeholders at SIA,
including its customers and employees, some of the possible security and ethical issues that
may arise with the introduction of their information system include the resistance to change,
customer dissatisfaction, lack of skills and knowledge, leakage of crucial information, IT
security issues such as vulnerability to hacking threats and malware attacks and other issues.
These security and ethical issues can be resolved by the engagement of a separate
body of members whose objective would be keep a track on the emergence of these issues.

6ROLE OF INFORMATION SYSTEMS IN BUSINESS
Special care is required to inhibit the leakage of crucial information. The IT security issues
can be resolved by renewing the licences of the secured socket layer and upgrading the
firewalls (Alnatheer 2014). Customer satisfaction can gained with the help of launching new
offers. Change management can be effectively applied with the help of prior notification.

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